Principal Clerk - City Clerk's Office

CITY OF WESTFIELD

PRINCIPAL CLERK – POLICE/LICENSE/PARKING

AFSCME 35 GRADE 10

General Statement Of Duties And Responsibilities

Performs a variety of clerical duties, according to standard office procedures, including but not limited to typing and preparing of forms, correspondence, and reports. Thorough knowledge of the duties performed and general knowledge of duties of department. Significant daily interaction with the public.

Supervision

Works under general supervision of City Clerk, appointing authority, and day-to-day supervision of Assistant City Clerk. A limited degree of decision will be exercised.

Essential Duties And Responsibilites

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provides customer service for a variety of activities, including but not limited to, dog licenses, parking tickets and parking permits.
• Provides assistance to residents, the public, attorneys, and government agencies by copying a variety of records.
• Coordinates with city departments for court dates for non-criminal dispositions.
• Schedules court hearings, maintains documents and works closely with Westfield police court officer as related to city ordinance violations.
• Processes dog licenses, parking permits and city ordinance violations.
• Processes correspondence for non-payment of city ordinance violations.
• Prepares parking permits for local merchants along with invoices for delivery by the parking enforcement officer.
• Processes daily parking violations submitted by the Police Department and/or parking enforcement officer; reviews accuracy of traffic citations; scans citations and forwards to parking ticket servicer.
• Works closely with parking ticket servicer; prepares and maintains local database to track tickets.
• Attends monthly meetings of the Off-Street Parking Commission and records minutes.
• Prepares and maintains database of all citations, parking permits, rabies certificates and city ordinance violations.
• Receives and processes payments in person or by mail for dog licenses, monthly parking permits, and parking ticket violations.
• Conducts weekly reconciliation of cash receipts and prepares schedules and forms to assure proper recording of same. Prepares deposits to the Treasurer.
• Researches insufficient checks received from the Treasurer and notifies customer.
• Prepares payroll for parking enforcement officer.
• Maintains data base and prepares false alarm billing.
• Processes purchase orders and schedules of bills for off-street parking accounts.
• Manage the website for Off-Street Parking Commission.
• Assists with election duties, as requested by City Clerk or designee.
• Assists with business certificates.
• Such other related duties as required.
  
  

Other Additional Requirements And Responsibilities

The nature of the work means that errors in administrative work are not easily detected. Consequences of errors, including inaccurate information, could impact other departments and result in monetary loss, interruption of service and poor internal or external customer service. This position may require mandatory overtime to assist with election deadlines and voting timeframes.

Education And Experience

High school diploma or GED. One year related work and customer service experience. Cash handling experience preferred.

Skills And Qualifications

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies and practices in all aspects of job.
• The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
• Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Ability to prepare forms, correspondence and other documents.
• Ability to answer telephones as well as respond to questions and provide information within authority. Ability to perform filing, scanning faxing, bulk mailing and copying as directed.
• Ability to establish and maintain effective working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.
• Ability to quickly and efficiently multi-task.
  
  

Physical Skills

PHYSICAL, MOTOR, AND VISUAL SKILLS

Work is generally conducted within Municipal Building, where Employee is required to report for their shift. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.